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A project manager is leading a project to design and develop a new cutting edge computer system, which is in the second of five phases. The project is running behind schedule and significantly over budget due to a force majeure. The project is being conducted internally to maintain control over the proprietary technology which will provide a competitive advantage. The project has reached a phase gate, and the project manager needs to gather the most relevant documents for this review. In addition to the project management plan, which documents will be required?

A. Risk register and risk report
B. Lessons learned register and lessons learned repository
C. Business documents and project charter
D. Agreements including procurement contracts

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HINT: Which documents provide relevant information to decide the continued viability of the project before starting the next phase?

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Answer and Explanation:
The correct answer is C.

A phase gate is a review point at the end of a phase to determine if the project will continue to the succeeding phase, end the project, repeat the phase, or continue with some modifications. The business documents and project charter are needed to determine whether or not the project should progress to the next phase. The project charter will provide the project's success criteria. The business documents include the business case and benefits management plan. The business case documents the business need and the cost-benefit analysis that justifies the project. The benefits management plan is used to measure whether the benefits of the project are being achieved as planned. The project management plan, project chart, and business documents are all needed to assess the continued viability of a project.

Details for Each Option:

A. Risk register and risk report
Incorrect. A phase gate is a review point where the continued viability of the project is assessed before entering the next phase. The risk register and risk report do not provide insight into the project's business objectives to compare with project performance to decide the future of the project.

B. Lessons learned register and lessons learned repository
Incorrect. The continued viability of a project is assessed at a phase gate. An understanding of project performance against business objectives is necessary to conduct the review, and the lessons learned register and lessons learned repository are not the best sources of this information.

C. Business documents and project charter
Correct. The business documents and project charter are needed to determine the whether or not the project should progress to the next phase. The project charter will provide the project's success criteria. The business documents include the business case and benefits management plan. The business case documents the business need and the cost-benefit analysis that justifies the project. The benefits management plan is used to measure whether the benefits of the project are being achieved as planned.

D. Agreements including procurement contracts
Incorrect. The question states that the project is being conducted internally. Therefore, there are no procurement contracts associated with the project, and this answer choice can be eliminated as a correct response.

Reference: A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Sixth Edition, Project Management Institute Inc., 2017, Page(s) 21, 124, 125